diff --git a/images/workday-background-check/SO_1.png b/images/workday-background-check/SO_1.png new file mode 100644 index 00000000..7e980bdd Binary files /dev/null and b/images/workday-background-check/SO_1.png differ diff --git a/images/workday-background-check/SO_2.png b/images/workday-background-check/SO_2.png new file mode 100644 index 00000000..dba04c22 Binary files /dev/null and b/images/workday-background-check/SO_2.png differ diff --git a/images/workday-background-check/SO_3.png b/images/workday-background-check/SO_3.png new file mode 100644 index 00000000..5cdc2cb4 Binary files /dev/null and b/images/workday-background-check/SO_3.png differ diff --git a/images/workday-background-check/SO_4.png b/images/workday-background-check/SO_4.png new file mode 100644 index 00000000..7784edf5 Binary files /dev/null and b/images/workday-background-check/SO_4.png differ diff --git a/images/workday-background-check/SO_5.png b/images/workday-background-check/SO_5.png new file mode 100644 index 00000000..b3f4b483 Binary files /dev/null and b/images/workday-background-check/SO_5.png differ diff --git a/images/workday-background-check/SO_for_JR.png b/images/workday-background-check/SO_for_JR.png new file mode 100644 index 00000000..5550d8b3 Binary files /dev/null and b/images/workday-background-check/SO_for_JR.png differ diff --git a/integration-configuration-concepts/ats/workday-background-check.mdx b/integration-configuration-concepts/ats/workday-background-check.mdx index 6e13e7a3..67ce0879 100644 --- a/integration-configuration-concepts/ats/workday-background-check.mdx +++ b/integration-configuration-concepts/ats/workday-background-check.mdx @@ -1,219 +1,84 @@ --- title: "Workday Background Check" -description: "To successfully receive webhook notifications from Workday, follow these steps to configure the Background Check-related settings in your Workday account, and complete the necessary actions." +description: "Send invitations for background checks and verify results in Workday. This guide helps you manage the background check process for candidates." --- import IntegrationFooter from "/snippets/integration-footer.mdx"; - - This guidance assumes that you have admin privileges for your Workday account. - -## Create Background Check Statuses in Workday +## Submit a job application for the candidate in Workday - - Navigate to the Maintain Background Check Statuses page, add a new status and map it to the existing values in _Maps to_ dropdown. - Please click on the `OK` button to save and the `Done` button to confirm. - - Maintain Background Check Statuses - - - Ensure to add all the statuses as following with their respective mappings: - - - - Following background check statuses will be used to update the result of background check. - - - | Background Check Status Label | | Maps to | - | ----------------------------- | ---- | ------------------ | - | Completed | | Completed | - | Passed | | Passed | - | Pending | | Pending | - | Failed | | Did Not Pass | - | Expired | | Error | - | Cancelled | | No Longer Applies | - - - - - Maintain Background Check Statuses - - - - - Go to _Edit Reference ID_ under _Action Menu_ to edit `Background_Check_Status_ID` - - Maintain Background Check Statuses - - - Reference ID should be the same as the Label of statuses - - Maintain Background Check Statuses - - - - - - -## Create Background Check Packages in Workday - - - - Navigate to the Maintain Background Check Packages page, add background check package or you can utilize Background Checks Unified APIs to create - - - These background check packages will be available during the background check submission for candidate. - - - - Maintain Assessment Tests - - - Please click on the `OK` button to save and the `Done` button to confirm. - - - - -## Job requisitions within the supervisory organization in Workday - - - These steps assume you already have a Supervisory Organization in your Workday account. If not, please contact your admin to create one. - - - - - Navigate to your Supervisory Organization page. Go to the `Staffing` tab below. - - Ensure the Supervisory Organization's Staffing Model is `Position Management` - - - SO for JR - - - You can find the list of Job Requisitions that the Background Check stage supports for sending notifications within the Integration System under `Positions with Open Job Requisition` grid. - - - - If you haven't had jobs listed under `Positions with Open Job Requisition`, find `Create Position` under Staffing in the 3-dot menu. - - Create Job Position - - - Fill in the required details to create a position that will be visible in the `Positions without Job Requisition` grid. - - Created Job Position - - - Navigate to the `Create Job Requisition` and select your supervisory organization and position. After clicking the `OK` button, please fill out the Job Requisition form and `Submit` it. - - Add in Position in Job Req - - - The position will now be visible in the `In Progress Requisition Actions` grid. - - Added in Position in Job Req - - - Once the job requisition is approved, it will be visible in the `Positions with Open Job Requisition` grid and will be able to support sending notifications. - - Approved Job Req - - - - - -## Update Background Check Business Process in Workday - - - - Navigate to the Background Check Business Process page. Then, click on the `Configure Integration System` button. - - BP Config IS - - - Please select `Your Integartion System` as the integration and then click on the `OK` button. - - Select IS on Popup - - - - - The pop-up will appear, allowing you to select the values for the fields included in the payload request when the Background Check will be submit from Workday. - - Set Values for Fields - - - **Please fill in the following information:** - - - **Background Check ID:** [Background Check Business Process] - - **As Of Entry Moment:** [Current Moment (DateTime)] - - Click the `OK` button to save your configurations. - - - - In the next business process step, click on the `Configure Document Delivery` button. - - BP Config IS - - - - - The pop-up will appear, allowing you to select the values for the fields that includes the configuration regarding `Endpoint Url` as HTTP Address and `External Trigger Token` as User Id. - - Set Values for Fields - - - **Please fill in the following information:** - - - **From Specific Integration Step(s):** [Your Integration System] - - **Transport Type:** [HTTP/SSL] - - **HTTP Address:** [Endpoint URL] - - **Web Service Invocation Type:** [Basic Auth] - - **User Id:** [External Trigger Token] - - **New Password/Verify Password:** [You can enter any text here] - - - You'll get [Endpoint URL] from StackOne & Pick the [External Trigger Token] from StackOne Integration Hub that will be visible during connection. - - - - Set Values for Fields - - - Click the `OK` button to save your configurations. - - - - -## Submit your application for the job from the candidate's profile in Workday - - - - Go to the Find Candidates page, select a Candidate's Profile, and click on `Job Application` under `Actions` to apply for the job. + + Navigate to the Find Candidates page, select a candidate's profile, and click on `Job Application` under `Actions` to apply for the job. Candidate Profile - - Please select the job which you have created in the supervisory organization under Staffing from the dropdown menu listed above. + + From the dropdown menu, select the relevant job. + + + + These steps assume you have a Supervisory Organisation in your Workday account. + If not, please contact your administrator to create one. You will also need the necessary permissions to access the _Supervisory Organisation_ in Workday. + + + + Navigate to your Supervisory Organisation page and go to the `Staffing` tab. + + Ensure the Supervisory Organisation's Staffing Model is `Position Management` + + + SO for JR + + + Under the `Positions with Open Job Requisition` section, you'll find a list of job requisitions that are configured to send notifications for the background check stage. + + + + If no jobs are listed under `Positions with Open Job Requisition`, find `Create Position` under the `Staffing` tab in the three-dot menu. + + Create Job Position + + + Complete the required details to create a position. It will then appear in the `Positions without Job Requisition` section. + + Created Job Position + + + Navigate to `Create Job Requisition`, select your supervisory organisation and position, click `OK`, complete the Job Requisition form, and then `Submit` it. + + Add in Position in Job Req + + + The position will now appear in the `In Progress Requisition Actions` section. + + Added in Position in Job Req + + + Once the job requisition is approved, it will appear in the `Positions with Open Job Requisition` section and will be enabled for notifications. + + Approved Job Req + + + + Candidate Job Apply - Enter the required details and click the `OK` button to submit the job application. + Complete the required details and click the `OK` button to submit the job application. -## Move Candidate to the Background Check Stage in Workday +## Move the candidate to the Background Check stage in Workday - - Navigate to the Job Requisitions page by selecting the same Job Requisition from the pop-up for which candidate has applied. + + Go to the Job Requisitions page by selecting the same Job Requisition for which the candidate has applied. View JR @@ -224,24 +89,24 @@ import IntegrationFooter from "/snippets/integration-footer.mdx"; - + Select the candidate in the grid and click the `Move Forward` button. View JR - - In the pop-up, select the next stage, which maybe the Background Check stage else you have to move stages one at a time. For Background Check stage, Choose `Background Check` in both dropdown menus. + + In the pop-up window, select the next stage. If the Background Check stage isn't immediately available, you may need to move through stages one at a time. For the Background Check stage, choose `Background Check` in both dropdown menus. Candidate Job Apply - Click on the `OK` button to move. + Click the `OK` button to move the candidate. - - If you go to the `Background Check` tab, the candidate will now be in the Background Check stage. + + Navigate to the `Background Check` tab to confirm the candidate is now in the Background Check stage. View JR @@ -249,48 +114,40 @@ import IntegrationFooter from "/snippets/integration-footer.mdx"; -## Send the background check invitation to the candidate +## Send a background check invitation to the candidate - - If you are the recruiter, you should see the `Background Check` button next to the candidate's name. + + As the recruiter, you should see the `Background Check` button next to the candidate's name. Sending Invite - - Please select the Background Check Packge that you have created above from the dropdown menu. + + Select the Background Check Package from the dropdown menu. Send Invite - Click on the `Submit` button to get the webhook notification from Workday. + Click the `Submit` button to trigger and send the webhook notification from Workday. -## To verify the sent background check invitation for the candidate +## Verify the background check invitation has been sent - - - To access the _Job Application_, click on the candidate's name. Go to the _Screening_ > Background Check History tab - - Sent Invite - - - +To access the _Job Application_, click on the candidate's name. Navigate to _Screening_ > Background Check History tab to view the invitation status. + + Sent Invite + -## To check the updated result of the candidate's background check +## View the candidate's background check results - - - To access the _Job Application_, click on the candidate's name. Go to the _Screening_ > Background Check History tab - - Sent Invite - - - +To access the _Job Application_, click on the candidate's name. Navigate to _Screening_ > Background Check History tab to view the updated results. + + Background Check Results +